Contract/Project Administrator

2 weeks ago

Hamilton, United States Axis Interior Systems Full time
Job DescriptionJob Description

Job Description:
Contract/Project Administrator is responsible for aiding and managing administrative function of the project. This position must be able to work independently, as well as part of a team, and will be responsible for conducting their work in a professional, accurate, and timely manner. This position will report directly to the Senior Estimator and President and will serve as a member of the estimating team.

Project Administration:

  • Project Planning such as submittal- work orders – field information preparation – close out.

                 o Contact reps and/or the manufacturers for the submittal samples and product data.

                 o Obtain samples, prepare final submittals and send out to the clients.

                 o Process submittals through PROMATS in collaboration with project managers.

                 o In charge of submittal process from the beginning to the end including follow up.

                 o In charge of close out and warranty documents from the beginning to the end.

  • Create a system for Q process for the work flow and aid dispatcher coordination to the field employees.

                 o Obtain project schedule from the clients.

                 o Update salesforce project schedule Gantt chart.

                 o Assist in overall installation schedule and dispatch field workers for specific projects.

  • Contribute and supporting to the pre-planning, development and management of projects as necessary working with project managers.
  • Researching information as required in variety of different issues as necessary.
  • Handle all basic administrative functions including reports and dashboards, workflows and other routine tasks as necessary.
  • Track incoming bulletin, RFP and job changes (Shared responsibility).
  • Process Time and material tickets for change order to clients (Shared responsibility).
  • Receive / review the punch list and distribute to Project Managers and operation managers (Shared responsibility).

General Office Duties:

  • All Basic office administrative duties such as mail processing, filing, answering phone, packages, lunch and learn organizations, etc.
  • In charge of Design Center, samples, general office organization and orderly function.

Accounts Receivable:

  • Account receivable billings - prepare invoices for contract billing and one line invoicing.
  • Monthly billing statements to clients.
  • Weekly AR collection.
  • Process change orders internally.
  • Monthly change order statement.
  • Obtain and prepare waiver of lien and affidavits.

Contract Administration:

  • Processing construction contracts and compliance work – i.e. insurance, workers comp, etc.
  • Request certificate of insurance for the projects.
  • Prepare close out and warranty documents for the projects.
  • Final job costing report and entries.
  • Prepare contractor pre-qualification documents.
  • Request submittal samples for projects.
  • Prepare bidding forms document.
  • Set up projects in Salesforce, Sage and internal folders.
  • Process contract change orders.
  • Obtain notice of commencement.
  • Prepare notice of furnishing.
  • Obtain project schedule from the clients and load into internal scheduling software and create work order in Salesforce.
  • Update project references listing.

Requirements:

  • Have some knowledge of the drawings or web base programs.
  • Key point of contact for the bidding process.
  • Working knowledge of MS office (Excel, Work, and Outlook), Auto-Cad or any estimating software.
  • Preferred having experience in Callidus estimating software.
  • Preferred having experience in Salesforce CRM software.
  • Polished and professional.
  • Ability to troubleshoot, take direction, manage priorities and multi task (analytical and critical thinker).
  • Ability to thrive in a fast-paced environment.
  • Hard working self-starter who excels at qualifying new opportunities.
  • Ability to work independently without constant supervision.
  • Team player who works well with others to accomplish challenging goals.
  • Must have stable employment background and excellent references.
  • Ability to communicate and interact professionally and effectively with general contractors, architects and owners.
  • Dependable vehicle required.

Competencies:

  • Detail Oriented.
  • Strong Organizational Skills.
  • Communication Proficiency.
  • Strong Interpersonal Skills.
  • Exceptional Reporting Skills.
  • Collaboration.
  • Teamwork Orientation.

Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Position Type/Expected Hours of Work:
This is a full-time position. Hours of work are Monday through Friday / whatever it takes to get the job done, flexible hours are possible.

Required Education and Experience:

  • High School diploma
  • 1 year of related experience - preferred

EEO Statement:
Axis Interior Systems, Inc. shall recruit, hire, train and promote in all job titles without regard to race, color, creed, national origin, gender, pregnancy, marital status, religion, age, gender identity, sexual orientation, military service, disability or veterans of the Vietnam era status, handicaps or any other basis prohibited by federal, state or local law. All other personnel actions, such as compensation, benefits, Company sponsored training, transfer, demotion, termination, layoff and return from layoff, shall be administered without regard to race, color, creed, national origin, gender, pregnancy, marital status, religion, age, gender identity, sexual orientation, military service, disability or veterans of the Vietnam era status, handicaps, or any other basis prohibited by federal, state or local law.

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

This is a full-time position offering competitive compensation and opportunities for professional growth. If you possess the required qualifications and are ready to excel as a Contract/Project Administrator, we encourage you to apply.

Company DescriptionAs a proud ESOP company, we provide highly competitive wages, health and dental and vision insurance benefits, 401K plan plus other personal benefits. We are an equal opportunity employer and a drug-free work place.Company DescriptionAs a proud ESOP company, we provide highly competitive wages, health and dental and vision insurance benefits, 401K plan plus other personal benefits. We are an equal opportunity employer and a drug-free work place.

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